Procurement officer

BACKGROUND:

The International Rescue Committee, one of the world’s largest humanitarian international NGOs, provides relief, rehabilitation, and development support to vulnerable people and communities over 30 countries. We began work in Ethiopia in 2000 in response to severe drought in Ethiopia’s Somali region and are currently providing assistance to Ethiopians and refugees in six regions in Ethiopia, implementing emergency and development programs in health, water and sanitation, economic recovery and development (ERD), women’s protection and empowerment, education, child protection, and multi-sectoral emergency response.

Job Overview The Procurement Officer is responsible for the efficient coordination and management of procurement functions for IRC’s office. Supply Chain must be able to rapidly procure Program supplies, services and equipment, whilst ensuring best practices and maintaining audit-compliant records. The Procurement Officer ensure that all purchases of goods and services are done transparently, at the best available price, and in compliance with IRC and donor procurement policy and procedures.

Major Responsibilities:

1.   Procurement Planning

• The Procurement Officer is responsible for working closely with Procurement Manager, internal and external stakeholders to ensure effective procurement planning and preparation to support program implementation. Supply chain planning includes;-
• Preparing and implementing procurement plans 
• Implementing all IRC procurement SOPs
• Collecting, organizing and analyzing data
• Monitor supply market and conduct market surveys & analysis.

1.   Procurement

Responsible for implementing procurement plan & strategies and ensures all program procurement needs are met on time in accordance with GSC and donors’ standards. This includes:-

Support in development of procurement specifications

• Processing approved Purchase request through the procurement software (online BVA) and ensuring data accuracy.
• Request for quotations / proposals.
• Participate in tender meetings & evaluations.
• Prepare bids analysis and other bidding documents for approval.
• Conduct negotiations with suppliers that is transparent and documented.
• Demonstrate value for money in procurement.
• Review procurement documents for accuracy before taking payment for approval.

2.   Contract Management

Responsible for managing contracts and supplier performance to ensure that terms & conditions, standard operating procedures are adhered to as provided by GSC. This includes:-

• Preparing and executing contracts for recommended bidders
• Timely renewal of running contracts.
• Execute contracts against set performance indicators

3.   Supplier Management

Responsible for managing supplier relationships and performance to ensure that there is precise record keeping as provided by GSC. This includes:-

• Maintain suppliers file and documentation.
• Documents supplier performance
• Maintain supplier performance score cards.

4.   Compliance and Ethics

Assist in implementing donor rules & regulations for all procurements (including any specific departmental procurement task assigned), Identifying and analyzing compliance risk in procurement processes through:-

• Implementing due diligence for suppliers, this includes conducting reference checks, supplier visits etc.
• Provide consistent and constructive support to other departments to ensure compliance with policies and procedures.
• identifying and reporting procurement red flags,
• Implementing internal and external audit corrective action plans (CAPs)

5.   Reporting 

The Procurement Officer is responsible for preparing and submitting accurate: -

• Monthly PRTS report to Supply chain manager by 1^st of every month.                                                     
• Support with developing and updating the procurement plans (assigned) as required.
• Submit monthly list of commitments to Supply chain Manager.
• Submit periodic BVA procurement tracking report for specific Categories/Grants you’re assigned to.